Writing Effective E-Mails - Some Tips  
Tip 1:  Make the Subject Line clear and concise   <ul><li>When someone scans through a new email, the only thing he/she in...
Tip 2:  Use an appropriate greeting   <ul><li>The first line of your email should be a greeting, followed by an empty line...
Tip 3:  The Page Layout <ul><li>To make your email easy to read :-   </li></ul><ul><li>Use Shorter Paragraphs </li></ul><u...
Tip 4:  Formatting   <ul><li>Put all important details at the top of the email body. </li></ul><ul><li>Keep the rest of th...
Tip 5:  Keep the message focused and readable.  <ul><li>Often recipients only read partway through a long message, hit &qu...
Tip 6:  Do not attach unnecessary files <ul><li>Wherever possible try to compress attachments create PDF files . </li></ul...
Tip 7:  Use of Signature <ul><li>Signature should be used while writing mails. </li></ul><ul><li>Information like Your nam...
Tip 8:   Do not request delivery and read receipts. <ul><li>This will almost always annoy your recipient </li></ul><ul><li...
Tip 9:  Use Appropriate Language <ul><li>Do not use :- (a) Smilies. E.g.:  :-),  :-( etc. (b) Do not use abbreviations.  (...
Tip 10:  Proof-read <ul><li>Before sending a message take an extra minute or two before you hit &quot;send&quot;.  </li></...
Tip 11:  Use the &quot;To:&quot; ,&quot;Cc:&quot;, &quot;BCc:&quot; fields appropriately   <ul><li>&quot;To:&quot; field ,...
Lets summarize:- <ul><li>DO’s  :- </li></ul><ul><li>Write an informative subject line. </li></ul><ul><li>Be courteous. </l...
Lets summarize:- <ul><li>DON’T s  :- </li></ul><ul><li>Don't leave the Subject Line blank. </li></ul><ul><li>Don't use all...
Let's have a look at an example of 'bad' writing in a business email, and how to turn it into a perfect specimen. Business...
Lets  fix this email message.............
And now also make some small hand edits Hi Joan Doe, Thank you for your interest in a trading with partnership Ray Interna...
<ul><li>Communicating with foreign supplier – Use bullet points and seek their responses in point wise to make it effectiv...
Check out this film on Videojug.com!    http://www.videojug.com/Film/how-to-improve-your-e-mail-etiquette
THANK YOU  
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Writing Effective Emails

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  1. 1. Writing Effective E-Mails - Some Tips 
  2. 2. Tip 1: Make the Subject Line clear and concise <ul><li>When someone scans through a new email, the only thing he/she initially reads is the subject line . </li></ul><ul><li>So make sure:- </li></ul><ul><li>The Subject clearly summarizes your e-mail’s intentions . </li></ul><ul><li>Keep it short </li></ul><ul><li>Don't ever send an email with an empty subject line. </li></ul><ul><li>Don't have the subject as &quot;Hi&quot; or &quot;Hello there” </li></ul><ul><li>Never change the subject, if you are replying to the same mail . If your reply is not relevant at all to the subject line, start a new thread with a fresh subject line which more accurately reflects the e-mail’s actual contents. </li></ul>
  3. 3. Tip 2: Use an appropriate greeting <ul><li>The first line of your email should be a greeting, followed by an empty line and then your message body. </li></ul><ul><li>If it is the first time you are emailing somebody, &quot;Hi (name) ,&quot; should be preferred. </li></ul><ul><li>Salutations are tricky, especially if you are crossing cultures. </li></ul><ul><li>E.g.: It is safer to use &quot;Ms.&quot; instead of &quot;Miss&quot; or &quot;Mrs.&quot; unless you know the preference of the woman in question. </li></ul><ul><li>Incase one has discussed over phone and sending a mail for follow up / action. It is important to start with “Please refer our telephonic discussion….” </li></ul>
  4. 4. Tip 3: The Page Layout <ul><li>To make your email easy to read :-  </li></ul><ul><li>Use Shorter Paragraphs </li></ul><ul><li>Use Less Words </li></ul><ul><li>Keep it Short </li></ul>
  5. 5. Tip 4: Formatting <ul><li>Put all important details at the top of the email body. </li></ul><ul><li>Keep the rest of the email short (8 sentences max.). </li></ul><ul><li>Your goal is to have the person read your email and hopefully respond to it within a short time period, so keep your e-mail as short as possible to make it easier for your reader to comprehend. </li></ul>
  6. 6. Tip 5: Keep the message focused and readable.  <ul><li>Often recipients only read partway through a long message, hit &quot;reply&quot; as soon as they have something to contribute, and forget to keep reading. </li></ul><ul><li>Number your points to ensure they are all read. </li></ul><ul><li>The final sentence - P rovide something concrete to reply. </li></ul><ul><li>E.g.: &quot;Please let me know what appointment times work best for you.&quot; or &quot;I look forward to seeing you tomorrow at 1pm in my office.&quot; </li></ul>
  7. 7. Tip 6: Do not attach unnecessary files <ul><li>Wherever possible try to compress attachments create PDF files . </li></ul><ul><li>Size of an email with attachment. </li></ul>
  8. 8. Tip 7: Use of Signature <ul><li>Signature should be used while writing mails. </li></ul><ul><li>Information like Your name, Designation, Telephone number (Landline & Mobile), Company address should be mentioned with the signature below the email. </li></ul><ul><li>Example - </li></ul><ul><li>Keep simple formatting. You should not use many colours and formatting in the signature </li></ul>
  9. 9. Tip 8: Do not request delivery and read receipts. <ul><li>This will almost always annoy your recipient </li></ul><ul><li>Recipient could have blocked that function, or his/her software might not support it </li></ul><ul><li>Ask the recipient to acknowledge the receipt. </li></ul>
  10. 10. Tip 9: Use Appropriate Language <ul><li>Do not use :- (a) Smilies. E.g.: :-), :-( etc. (b) Do not use abbreviations. (c) Non-standard punctuation and spellings </li></ul><ul><li>E.g.: gimme (give me), tht (that), dificlt (difficult), vil (will), etc. </li></ul><ul><li>All-caps means shouting . </li></ul><ul><li>Use active instead of passive. - For instance, 'We will take care of your request today', sounds better than 'Your request will be taken care of today '. </li></ul><ul><li>Use of Stationary - </li></ul><ul><li>Avoid use of stationary or background colours (blue, pink, green etc.) </li></ul><ul><li>The language used in the email may be informal but should not be careless. </li></ul>
  11. 11. Tip 10: Proof-read <ul><li>Before sending a message take an extra minute or two before you hit &quot;send&quot;. </li></ul><ul><li>Poor spelling and grammar show a lack of attention to detail. </li></ul><ul><li>Spell checker won't catch every mistake, at the very least it will catch a few typos. </li></ul><ul><li>If you are asking someone else to do work for you, take the time to make your message look professional. </li></ul>
  12. 12. Tip 11: Use the &quot;To:&quot; ,&quot;Cc:&quot;, &quot;BCc:&quot; fields appropriately <ul><li>&quot;To:&quot; field , - intended recipient and should reply if required. </li></ul><ul><li>&quot;Cc:&quot; field , then the email is merely an FYI ('for your information) & not expected to reply. </li></ul><ul><li>If you want a particular person to reply to a specific part of your email, make that clear (e.g., &quot;Sarah, could you forward me last week's budget?&quot;), or if you want everyone to reply, you can say something like &quot;I would appreciate everyone's feedback about my ideas.&quot; </li></ul><ul><li>“ Bcc:” function </li></ul><ul><li>  Check the email address before you hit the send button. </li></ul>
  13. 13. Lets summarize:- <ul><li>DO’s :- </li></ul><ul><li>Write an informative subject line. </li></ul><ul><li>Be courteous. </li></ul><ul><li>Put the key point of your message up front. </li></ul><ul><li>Be brief. </li></ul><ul><li>Make it easy for the reader to reply yes or no or give a short answer. </li></ul><ul><li>End well with an appropriate next step. </li></ul><ul><li>Wait and check before pressing 'send' – Proof-read. </li></ul><ul><li>Make yourself look good online because your email can be forwarded to anyone or everyone else in the company or anywhere. </li></ul><ul><li>Respond promptly. </li></ul>
  14. 14. Lets summarize:- <ul><li>DON’T s :- </li></ul><ul><li>Don't leave the Subject Line blank. </li></ul><ul><li>Don't use all capital letters. </li></ul><ul><li>Don't use emoticons or abbreviations. </li></ul><ul><li>Don't send without checking for mistakes. </li></ul><ul><li>Don’t assume that people have time to read your entire message. </li></ul><ul><li>Don’t think that an e-mail is good for everything. </li></ul><ul><li>Don’t write an e-mail when you are rushed. </li></ul>
  15. 15. Let's have a look at an example of 'bad' writing in a business email, and how to turn it into a perfect specimen. Business Email Version 1 Joan Doe, thanks for your interest in a trading with partnership Ray International. But we are mainly looking for trading partners in europe, so we are unsure about how to make the right fit with your offer at present. U can call me in a month to talk further about possibl deals.. later, robert ceo ray International
  16. 16. Lets fix this email message.............
  17. 17. And now also make some small hand edits Hi Joan Doe, Thank you for your interest in a trading with partnership Ray International. However, we are mainly looking for trading partners in Europe, so we are unsure about how to make the right fit with your offer at present. You can call me in a month to talk further about possible deals. I look forward to hearing from you, Thanks & Regards, Robert Neat CEO Ray International
  18. 18. <ul><li>Communicating with foreign supplier – Use bullet points and seek their responses in point wise to make it effective communication. </li></ul><ul><li>Do not forward internal mail to the external agency / vendors. </li></ul><ul><li>Leave & Travel intimation (Auto response) </li></ul><ul><li>Walk in to the desk of employee when you need them to help you. </li></ul><ul><li>Respect privacy of work </li></ul><ul><li>Playing songs in office </li></ul>Few points – As per our business need…..
  19. 19. Check out this film on Videojug.com! http://www.videojug.com/Film/how-to-improve-your-e-mail-etiquette
  20. 20. THANK YOU 

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